Project Administrator

2 weeks ago


Johannesburg, South Africa Progressive International Full time

Gauteng

,

JHB - Eastern Suburbs

**MAIN PURPOSE**
The main purpose of this position is to support the project engineers with all administrative and commercial aspects of proposals and projects.

**QUALIFICATIONS AND EXPERIENCE**
n At least 3 years' experience in a similar field;
n A basic secretarial or office-administration or projects diploma/certificate from a recognised institution-or equivalent will be an advantage;
n Computer literacy - MS Office (MS Word, Excel, PowerPoint, Outlook). Syspro will be an advantage.

**DUTIES AND RESPONSIBILITIES**
Provide retrospective proposals support to the extended projects team, including:
**Compiling proposals**:
n Assist with compiling detailed tenders/quotes that meet the client requirements as per the costing and technical details provided by the projects engineer. Completion of the commercial part of tenders (Tender returnable).
n Ensure that tenders and quotations meet the Company and customer’s commercial terms and conditions.
n Update and maintain the quote register for all projects quotes.
n Upload project quotes on CRM.
n Arrange transport / installation / rigging quotations from subcontractors.
n Update Quote Schedule & Logging all enquiries.
n Log and track all orders and current Proposals / Tenders / Enquiries / Contracts.
n Open all contract files.
n Ensure all documentation is maintained on the e-Filing server according to the agreed process.
n Perform electronic and hard-copy proposals filing, as necessary.
n Assist in obtaining sign-off of proposals deliverables, as necessary.

**Project administration**:
n Open new contracts and assist with keeping contract files (soft copy and hard copy) up to date.
n Compile order confirmation and send to customer.
n Process orders on Syspro (Projects and contracts sales orders).
n Process purchase orders on sub-suppliers.
n Issue delivery notes using SYSPRO.
n Ensure that goods are invoiced once P.O.D has been received (projects and contracts invoicing).
n Assist with follow ups on project stock.
n Generate and maintain bank guarantees.
n Generate data packs for customers.
n Follow up on payments for each project.
n Assist with keeping the contract schedule up to date.
n Assist with commissioning schedule and arrangements with technicians.

**Reporting**
n Assist with monthly project reporting.
n Document (minute) various meetings within the required timeframes and quality.
n Follow up on overdue reports and distribute, as needed.

**General Administration**:
n Typing of quotations, tenders and general correspondence.
n Prepare customer documentation using creative flair and initiative i.e., tenders and data-books.
n Answer telephones, route calls, take messages, and provide general information; greet and direct visitors; answer routine inquiries; maintain log of inquiries as required.
n Proof read drafts of correspondence for correct grammar, punctuation and spelling corrections.
n Assist with travel arrangements.
n Act as ISO facilitator for the department.

For more information please contact:
stephane francis


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